IV. Electronic Documents and Records
Electronic documents will be retained as if they were paper documents. Therefore, any electronic files, including records of donations made online, that fall into one of the document types on the above schedule will be maintained for the appropriate amount of time. If a user has sufficient reason to keep an email message, the message should be printed in hard copy and kept in the appropriate file or moved to an "archive" computer file folder. Backup and recovery methods will be tested on a regular basis.
V. Emergency Planning
The Foundation's records will be stored in a safe, secure and accessible manner. Back-up records including site maps, insurance policies, bank account records and computer backups will be stored offsite.
VI. Document Destruction
The Foundation's Executive Director is responsible for the ongoing process of identifying its records, which have met the required retention period and overseeing their destruction. Destruction of financial and personnel-related documents will be accomplished by shredding.
Document destruction will be suspended immediately, upon any indication of an official investigation or when a lawsuit is filed or appears imminent. Destruction will be reinstated upon conclusion of the investigation.
Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Foundation and its employees and possible disciplinary action against responsible individuals. The Foundation's Chair of the Audit Committee and the Treasurer of the Board of Trustees will periodically review these procedures with legal counselor the organization's certified public accountant to ensure that they are in compliance with new or revised regulations.
Revised: December 2009